Scaling Your Agency With A Remote Digital Team.
In recent years, the popularization of digital has brought a great revolution in the professional field. From now on, it has become possible to work remotely and exchange with employees or administrative assistants without being in the same place.
Besides being practical, this type of collaboration can sometimes be inconvenient, especially if their lack of experience takes over. It is for this reason that it is important to unravel the secrets of the success of a remote collaboration before starting.
- How to do it?
- How to coordinate the teams?
- Which are the errors to avoid?
Get all the answers to your questions in this article.
But how can you scale your business? With the advent of new technologies, many service companies are asking themselves these questions.
You can create processes and operating procedures to make your service as efficient as possible.
But how do you make sure that your team, once on their own, respects work procedures and stays motivated for as long as you want?
At iVEN Digital, a specialist in online digital marketing, we know the issues of entrepreneurs well, because we advise them daily in all their procedures. This is why today, we are giving you 7 tips for scaling your agency with a remote team.
1. Set clear and understood goals
For effective remote management, start by clarifying the company’s strategy, the means you will implement to monitor it, and within what timeframe.
Integrating your employees into the company’s strategic approach helps create better team cohesion
Once you know what goals are essential to your business, make sure you get your team’s buy-in on those priorities.
Written agreements are a basis, but it can be effective to present yourself in front of your staff, ask clearly if everyone agrees with these goals, and get approval from all staff.
Feedback is important, to ensure that your employees have properly integrated the group’s strategy and objectives.
Ask your remote teams to report to you regularly on their activities and to set clear objectives for each, weekly or even daily.
This planning by objectives will help you adjust the workload if necessary and allow your employees to stay focused on the most important tasks.
To help you, you can establish an Eisenhower matrix, which allows you to make choices and prioritize tasks according to their importance or urgency.
This matrix is presented in this form:
Vertical axis: task urgency
Horizontal axis: the importance of tasks
The matrix, therefore, includes four areas:
A: urgent but unimportant activities, tasks to be delegated quickly
B: important and urgent activities, tasks to be performed immediately, and oneself
C: low-priority and unimportant activities, unnecessary tasks to give up
D: important but not urgent activities, tasks to plan and do yourself
It turns out that important tasks should be prioritized over urgent tasks. By prioritizing importance rather than urgency, your remote team does not work in a rush and it leaves the impression of working organized and not under the influence of stress.
As we all know, stress means risks of tension within your team, with, in the long term, a deteriorating social climate, demotivation, and an increase in absenteeism and sick leaves (psychosocial risks ).
You can also rely on a “second” whom you trust to your management remotely.
2. Establish a mode of communication
The more your team is away from you, the more communication tends to become scarce.
Its team is far away from what you need to communicate the most. You must be present as much as possible. This presence cannot be done physically, it can be done via telephone meetings, emails, and also thanks to the relay of your manager in the field.
Likewise, never let your team search for information. It is a sensitive subject of remote management.
Do not leave a communication vacuum, because disinformation will take place and erroneous data, “said” could interfere and create tension.
In this sense, a communication policy must be established.
If you find that someone is withdrawn or unable to communicate, use a specific schedule for the various conference calls and reports sent by email.
If an employee seems to persist in a closed and non-collaborative position, remind them of the agreement reached during the recruitment concerning transparency and regular communication with the hierarchy.
3. Focus on customer feedback
Another form of Feedback that can be very useful in your remote management is Customer Feedback. You can make Customer Feedback a real asset for your business.
On the one hand, you build customer loyalty, by taking an interest in their opinions following the purchase of a service, and on the other hand, it allows you to have feedback on your teams in a concern for continuous improvement of your services.
Thus, you can set up a customer service evaluation by the “mystery shopper” method, and you can even dedicate a person, whose main job is to contact each customer following a purchase or service.
This contact can be made by email, by sending a questionnaire on the customer’s opinion concerning the service provided, or by telephone.
4. Train your teams
For good remote management, think about training.
Each employee must be regularly informed of the progress of the projects that directly affect them, of new procedures and work processes, of new tools to be used, or of objectives recently achieved by the company.
At least once a month, try to update your remote team on their needs and activities.
Being autonomous in the workplace, it is easy to develop bad habits. These updates will also make it possible to debrief on the operating mode used by your employees and to give feedback on their evaluations and wishes regarding possible training.
Group training can be a good opportunity to strengthen links between colleagues, especially those who may be isolated at their workstation (shift work, or call center for example).
5. Bet on an information system
You can set up a grouped exchange system on a database. This will allow your remote team to have a general idea of what is going on, the projects in progress, and the tasks already processed without having to make calls to the various stakeholders in the project.
Of course, this represents a cost in overhead, but it solves the problem of the lack of transmission of information.
6. Bet on the corporate incentive
Adopt the corporate incentive to facilitate remote management.
The corporate incentive is the art of motivating teams and employees, by setting up a challenge and reward system, all to maintain motivation and loyalty.
In the context of remote management, your efficiency strongly depends on the motivation of your employees to perform quality work. Ask yourself questions like: “Do I encourage my employees to strive for excellence?”
Many companies don’t operate on merit to reward good elements on the team. But do you have a clear way of rewards for productivity in place? Concerning the quality of service? Problem-solving?
Think of a few different reward regimes, for example, an email sent to the whole team to congratulate: either the team for their work, or the employee who has made a big deal, or whenever goals have been met. achieved.
You can also highlight the employee of the month via a company review. You can also opt for financial rewards such as monthly or semi-annual bonuses, or even benefits in kind (such as a meal to be won, a cell phone, etc.).
These rewards make it possible to motivate your teams from a distance, but you must be careful not to focus exclusively on the rewards as a motivation lever because, above all, your employees expect your attention and recognition for their skills.
7. Be clear
When you communicate with your team remotely, you don’t get the benefit of non-verbal communication and studying the behavior of your associates. This means you need to be clear on what you want to convey in your communications.
Ban fuzzy sentences from your lexicon, such as: “Did you understand what I mean?” “.
Instead, use phrases that call on your coworker to give you feedback about the discussion, such as “could you please repeat what we have covered so I know if we haven’t forgotten anything” or “I wish I could. ensure that I have understood you correctly ”.
Finally, end your discussions with clear and precise agreements, with “yes” to confirm or “no” to deny.
Now, how do you create a successful remote team?
Here are 9 secrets to a successful remote team.
1. Hire the right people
Before starting a remote collaboration, it is important to hire people who have the skills and professionalism necessary to carry out future assignments.
2. Filter the right profiles
The first thing to do is to take the time to select your collaborators. Research and analyze every CV online thoroughly.
3. Take a test
If a few profiles caught your attention, you should schedule a test to measure the capabilities of the potential employee. This will allow you to see if the person meets your needs or not. You will thus avoid unpleasant surprises.
4. Maintain the feeling of belonging
It is also important to ensure that each employee can find their place in the team. Indeed, teleworking already implies a certain form of isolation. This is why human proximity must be at the heart of collaboration.
5. Establish good communication
Right from the start, you have to make all the instructions and rules that govern the team clear. It is also advisable to give a precise roadmap. Running dynamic reports can help put each member of the team at ease.
6. Establish a climate of trust
To maintain a sense of belonging, it is also necessary that a climate of trust reign in the team. Indeed, the lack of visibility and bodily presence can sometimes make things difficult. It is also essential to listen to each employee and try to value each opinion.
7. Exploit new tools
Use technological tools to produce good reports. These must include various information such as the objectives to be achieved over a period, the progress of tasks, productivity graphs, etc. There are also modern tools to facilitate communication between online collaborators (chats, web conferencing, etc.).
8. Constantly train
Regular training is one of the key elements to ensure the success of remote collaboration. We must invest in training employees so that they can evolve and bring more added value to the team.
9. Provide the necessary data
Each employee must have at his disposal all the data necessary for the accomplishment of each task entrusted to him. This helps to avoid wasting time on frequent returns. This will also allow each member of the team to be at ease and serene in carrying out their mission.
So, to best manage your remote management, you will need to unite your remote team around:
- a corporate culture,
- effective communication,
- of clear objectives and time-bound.
Do not leave your employees on their own, and if you are short of time, consider integrating a local manager into your team so that he or she is a relay of your company policy.
Focus on your business!
If you are interested in eliminating staff overload, and getting ready to focus on getting the remote digital agency that’s right for you, we have the right offer for you here.